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Privacy Policy

Last updated: 2025.03.04

This Privacy Policy outlines the ways in which Oakwood Computing Associates collects, processes, uses and stores Personal Data. Personal Data is information that relates to a natural person from which that person's identity may directly or indirectly be determined by reference to an identification number or to one or more elements specific to that person.

To help in the clear understanding of this policy, we have provided a concise overview of what is collected and who it is shared with before going into the mandatory legal statements below. If you have any questions, concerns or comments about our policy, please email our Privacy Officer (DPO) at privacy@gundalf.com .

Overview

For general browsing of the Website

We collect usage data such as your IP-Address, screen resolution, operation system, location and other connection information. This data is used to improve our Website, to make its content relevant to you, and ensure the Website is consistently available for responsive viewing on your device.

For contacting Oakwood Computing Associates

Should you sign up for our email newsletter when submitting a contact form, your submitted details will be shared with our customer relationship management (CRM) and email service provider, Hubspot (their own privacy policy can be found here ). Should you leave a message on the company phone line, any submitted details will additionally be shared with our phone provider, OpenPhone Technologies, Inc. (their own privacy policy can be found here).

For use of the Services

For use of the Gundalf software platform we only require your company email address, company name and billing address. These details are shared with our customer relationship management (CRM) and email service provider, Hubspot (their own privacy policy can be found here ). We do not collect any other Personal Data. For payment purposes when payent is made by card, credit card information is collected, processed and stored directly by our payment provider, Stripe Inc.(their own privacy policy can be found here). For accounting purposes, your name, email address, company name (and optionally billing address) and any purchase order(s) will be shared with our accounting platform, Xero Limited (their own privacy policy can be found here). Any additional procurement-related details and/or documents provided to us may also be stored securley with Google LLC (their own privacy policy can be found here). For transactional email messaging purposes (sign-up confirmations, receipts, alerts, password-resets and others) your name and email address will be shared with our transactional email service provider, Amazon Web Services, Inc. (their own privacy policies can be found here ).

Details

Data Controller

The data controller for the processing of the Personal Data referred to herein is Oakwood Computing Associates Pte Ltd ("Oakwood Computing Associates"), company registration no.: 201012756E and whose registered office is 7 Temasek Boulevard, #12-07 Suntec Tower One, Singapore 038987

Oakwood Computing Associates has appointed a Data Protection Officer who can be contacted at the following address: privacy@gundalf.com

What data do we collect, and how do we collect it?

Oakwood Computing Associates collects and processes the following data:

How will we use your data?

Oakwood Computing Associates collects your data so that we can:

When Oakwood Computing Associates processes your order, it may send your data to, and also use the resulting information from, credit reference agencies to prevent fraudulent purchases.

How do we store your data?

Oakwood Computing Associates securely stores your data at Amazon AWS data-centres in Ireland.

Where data is stored with a third-party processor, please refer to their own respective privacy policies as referenced in the "For contacting Oakwood Computing Associates" and "For use of the Services" paragraphs above.

Oakwood Computing Associates will keep your Personal Data for as long as you have an active account in order to continue providing the Services. We will delete your account and Personal Data upon request.

Marketing

Oakwood Computing Associates would like to send you information about products and services of ours that we think you might like. If you have agreed to receive marketing, you may always opt out at a later date.

What are your data protection rights?

Oakwood Computing Associates would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:

The right to access - You have the right to request Oakwood Computing Associates for copies of your Personal Data. We may charge you a small fee for this service.

The right to rectification - You have the right to request that Oakwood Computing Associates correct any information you believe is inaccurate. You also have the right to request Oakwood Computing Associates to complete the information you believe is incomplete.

The right to erasure - You have the right to request that Oakwood Computing Associates erase your Personal Data, under certain conditions.

The right to restrict processing - You have the right to request that Oakwood Computing Associates restrict the processing of your Personal Data, under certain conditions.

The right to object to processing - You have the right to object to Oakwood Computing Associates's processing of your Personal Data, under certain conditions.

The right to data portability - You have the right to request that Oakwood Computing Associates transfer the data that we have collected to another organization, or directly to you, under certain conditions.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at our email: info@gundalf.com

Cookies

Cookies are text files placed on your computer to collect standard Internet log information and visitor behavior information. When you visit our websites, we may collect information from you automatically through cookies or similar technology

How do we use cookies?

Oakwood Computing Associates uses cookies in a range of ways to improve your experience on our website, including:

What types of cookies do we use?

There are a number of different types of cookies, however, our website uses:

How to manage cookies

You can set your browser not to accept cookies. However, in a few cases, some of our website features may not function as a result.

Privacy policies of other websites

The Oakwood Computing Associates website contains links to other websites. Our privacy policy applies only to our website, so if you click on a link to another website, you should read their privacy policy.

Changes to our privacy policy

Oakwood Computing Associates keeps its privacy policy under regular review and places any updates on this web page. Oakwood Computing Associates invites you to regularly visit this Privacy Policy in order to acquaint yourself with the latest, updated version of the Privacy Policy, so that you may remain constantly informed on how Oakwood Computing Associates collects and uses Personal Data.

How to contact us

If you have any questions about Oakwood Computing Associates's privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us at privacy@gundalf.com